1-DESCRIPTION 
Required entry.
Primary description for this record.
Tip  To maximize the number of characters appearing on reports, avoid all CAPS.
My Record Description
requires less horizontal space than
MY RECORD DESCRIPTION
Value Type: Alphanumeric
UPPER or lower case alpha or numbers.
 

2-ADDITIONAL DESCRIPTION 
Optional entry.  Value can be blank.
Any additional description.
Value Type: Alphanumeric
UPPER or lower case alpha or numbers.
 

3-BEGIN DATE
Required entry.
The date to begin Amortization for Methods 1,2,3.
Typically the date a record was acquired/funded.
When BeginDate is viewed on a report or elsewhere, it should direct the reader to the date of any supporting source documents.
For a new record:
If Begin Date is last month or earlier,
all prior Amortization can be captured this month by setting Take Prior Through Date to the 1st of the current month.  Otherwise, Amortization for the prior months should be or should have been booked outside of this system.
To defer Amortization to a future month, enter the future month in the Alternate Begin Date field (set day portion to the 1st).
Value Type: Date
For 1999 and earlier, 4 digits are required.
 

4-COST 
Required entry.
The amount to be amortized for Methods 1,2,3.
If any Amortization calculated by this system has already been posted to your general ledger, modify this field automatically use Adjustment *F8 on the Field Editing screen in order to change all affected fields.
Method 4 = an accrual disbursement amount.
Method 5 = any balancing amount.
Cost must be zero or a positive number.
A negative Cost will convert okay for Methods 1,2,3,5.
The system will:
1) Convert the negative Cost to a positive Cost.
2) Convert other affected values in use, such as Alternate Cost.
3) Append '-' to the end of the GLtoDebit number.
Debit Account 123456 means Cost is positive
Debit Account 123456- means Cost was/is negative
Value Type: Dollars and cents, commas optional.
12345.67 or 12,345.67
12345 becomes 12,345.00
12345.678 rounds up to 12345.68
 

6-METHOD
Required entry.
Calculated fields will be overwritten for Methods 1,2,3,4.
1=Straight Line:
Same amount each month.  Any odd amount taken in first month.
1,200.00 over 12 months = 100.00 per month.
2=Accelerated, also known as
Sum-of-the-years digits (S-Y-D):
More taken in first month, then declines.  Odd at end.
1,200.00 over 12 months = 12/78, then 11/78, then 10/78 and so forth.
3=Begin Date TO Review/Maturity Date:
Actual 365/366 days, partial first and last month.  Odd at end.
Begin Date is included.  Review/Maturity Date is TO, not Through.
4=Take Cost into Accumulated immediately:
Never book anything for This Period.
Typically used to reflect an expense accrual disbursement or interest accrual receipt.  This record's Accumulated will become a negative value, thus a reduction to the applicable general ledger total Accumulated.
5=Don't perform any calculations.
Use Calculated field values which you enter.
Typically represents a record created for balancing purposes or a recurring amount if This Period contains a value.
To change Methods 1, 2 or 3 after Amortization has ever been posted to the general ledger:
1) On Field Editing screen, choose Adjustment F8.
2) Increase Amount by 0 (zero) to "roll" current data into Alternates.
3) Edit the field value.
Value Type: Numeric
Whole numbers only
 

7-TERM IN MONTHS
Required entry for Methods 1,2.
1 to 999 = term in months.
0 = Do not perform any calculations.
(perhaps the record isn't in service yet)
If any Amortization calculated by this system has already been posted to your general ledger, modify this field automatically use Adjustment *F8 on the Field Editing screen in order to change all affected fields.
Method 3: The system calculates a value during a 13 Month Projection or when Finished.
Methods 4,5: Set to 0. Any value is ignored.
The Trial Balance calculates $Weighted Terms for Methods 1,2,3 at the Sub and Grand Total levels using Cost and the value in this field.
Value Type: Numeric
Whole numbers only
 

8-TAKE PRIOR THRU DATE
Optional entry. Value can be blank.
Valid for Methods 1,2,3 only.
Normally contains a blank value.
Typically used for new records which were created after Amortization should have begun or entered during a month AFTER the general ledger was already updated.
If Begin Date is a previous month, prior month(s) Amortization can be recognized this month by entering the current date into this field (if the general ledger has already been updated for this month, enter the 1st of next month).
Example for a new record:
Current date = 12/14/2006
Begin date = 10/7/2006
If Take Prior Thru Date is set to the Current date, October and November will be included within ThisPeriod Amortization for December.
If Take Prior Thru Date is blank, the system will assume Amortization for October and November was booked manually.
Set Take Prior Thru Date to a future date to defer Amortization until that month, at which time all previous Amortization will be included within ThisPeriod.  This situation is encountered when adding a new record during a month AFTER general ledger updating has occurred.
Value Type: Date
For 1999 and earlier, 4 digits are required.
 

9-GENERAL LEDGER TO DEBIT    Length up to 40
Required entry.
The general ledger account number to receive the monthly debit.
Typically an expense account.
(if this field contains a blank value, a list of existing account number combinations will be presented for selection when entering this field for editing)
Allocating is for Methods 1,2,3,5 only.
To allocate a debit, enter an Allocation Method in the portion of the account number which is to be replaced by multiple Recipients, typically cost centers (it all depends on how you've elected to allocate).
For Method 4, set to a constant value, such as:
Accrued Expenses, set to: Paid
Accrued Income, set to: Received
This field references Description File: General Ledger Names.
A field value containing a hyphen (-) can have multiple entries in its Description File, one for each value on either side of the hyphen.
Value Type: Alphanumeric
UPPER or lower case alpha or numbers.
 

10-GENERAL LEDGER TO CREDIT    Length up to 40
Required entry.
The general ledger account number to receive the credit.
Typically a Prepaid Expense asset account.
Allocating is for Methods 1,2,3,5 only.
To allocate a credit, enter an Allocation Method in the portion of the account number which is to be replaced by multiple Recipients, typically cost centers (it all depends on how you've elected to allocate).
Method 4:
For Accrued Expenses, set to the payable/liability account.
For Accrued Income, set to the receivable account.
Monthly Posting will not include Method 4 records within Record Link Key.  They will never appear on the Journal Voucher as part of a posting file.  The system will set Accumulated to a negative value so as to reduce Accumulated for the applicable general ledger liability/payable or receivable account.
This field references Description File: General Ledger Names.
A field value containing a hyphen (-) can have multiple entries in its Description File, one for each value on either side of the hyphen.
Value Type: Alphanumeric
UPPER or lower case alpha or numbers.
 

11-GENERAL LEDGER GROUP KEY    Length up to 40
Optional entry.  Value can be blank.
Normally contains a blank value.
The Trial Balance sorts records and provides totals by General Ledger to Debit account numbers and General Ledger to Credit account numbers.  The suborder of one to the other depends on the application.
Placing a value in the General Ledger Group Key provides a third level of totals containing General Ledger Debit AND General Ledger Credit accounts.
Example:
Perhaps you have multiple Credit accounts representing 3 regions.  By placing the Credit account base number in General Ledger Group Key, you can obtain a total for the 3 regions.
This field references Description File: General Ledger Names.
A field value containing a hyphen (-) can have multiple entries in its Description File, one for each value on either side of the hyphen.
Value Type: Alphanumeric
UPPER or lower case alpha or numbers.
 

12-REVIEW/MATURITY DATE - calculated by system
Required for Method 3 only, as a Maturity Date.
Methods 1, 2:
The program calculates a Review/Maturity Date by adding Term to Begin Date or, if in use, the corresponding Alternate fields.
The calculation is performed during the verification process.
Method 3 (Date to Date calculations):
The TO Date (not Through) for calculations to be performed.
To recognize an entire final month, set to the 1st of the following month.
If any Amortization calculated by this system has already been posted to your general ledger, modify this field automatically use Adjustment *F8 on the Field Editing screen in order to change all affected fields.
For all other Methods, this is a Review/Tickler file date.
The Review/Maturity report lists records falling within a requested future date, such as the end of next month.
Value Type: Date
For 1999 and earlier, 4 digits are required.
 

13-TYPE CODE
Optional entry.  Value can be blank.
A user defined code to group this record with similar records on the Type Code report.
Other reports can also be created, such as the New Records Report or even the Trial Balance, wherein the contents will only include one or more requested Type Codes.
Type codes might be established to distinguish insurance from maintenance from dues ...
This field references Description File: Type Codes.
A field value containing a hyphen (-) can have multiple entries in its Description File, one for each value on either side of the hyphen.
Value Type: Code or, if not using codes, actual value.
UPPER lower case or numbers.
If using numeric codes, zero fill to longest value.
Example:
Codes 1, 15 and 335 with a highest value of 9999
Enter as 0001, 0015 and 0335
 

14-RECORD LINK KEY
Optional entry.  Value can be blank.
A user defined code to group this record with similar records on the Link Report.
Other reports can also be created, such as the New Records Report or even the Trial Balance, wherein the contents will only include one or more requested Link Codes.
This field links records together that are bound by a common denominator that transcends General Ledger accounts and Types, such as a project or geographical unity.
This field references Description File: Link Codes.
A field value containing a hyphen (-) can have multiple entries in its Description File, one for each value on either side of the hyphen.
Value Type: Code or, if not using codes, actual value.
UPPER lower case or numbers.
If using numeric codes, zero fill to longest value.
Example:
Codes 1, 15 and 335 with a highest value of 9999
Enter as 0001, 0015 and 0335
 

15-VENDOR CODE
Optional entry.  Value can be blank.
The VendorCode associated with this record.  A user defined code to group this record with similar records on the VendorCode Report.
Other reports can also be created, such as the New Records Report or even the Trial Balance, wherein the contents will only include one or more requested Vendor Codes.
Your accounting department may already have codes which could be used in order to maintain consistency.
This field references Description File: Vendor Codes.
A field value containing a hyphen (-) can have multiple entries in its Description File, one for each value on either side of the hyphen.
Value Type: Code or, if not using codes, actual value.
UPPER lower case or numbers.
If using numeric codes, zero fill to longest value.
Example:
Codes 1, 15 and 335 with a highest value of 9999
Enter as 0001, 0015 and 0335
 

18-ALTERNATE BEGIN DATE 
Optional entry.  Value can be blank.
Valid for Methods 1,2,3 only.  Normally contains a blank value.
Used for one of three situations:
1) New record:
If a date in this field is next month or greater, Amortization for a new record will be deferred until this month.  Do not enter any Alternate Cost or Alternate Term values.
2) Converted record:
This is the month AFTER the conversion Book Value was calculated.  Conversion Book Value should be entered in Alternate Cost and the remaining term in Alternate Term.
3) Existing record:
A receipt, disbursment or other action occurred requiring the need for Alternate Cost and Alternate Term values.
If any Amortization calculated by this system has already been posted to your general ledger, modify this field automatically use Adjustment *F8 on the Field Editing screen in order to change all affected fields.
Value Type: Date
For 1999 and earlier, 4 digits are required.
 

19-ALTERNATE COST 
Optional entry.  Value can be blank.
Valid for Methods 1,2,3 only.
To be honored, Alternate Begin Date must have a value.
1) New record: value = blank (no value)
2) Converted record: This field should contain the record's Book Value as of the month preceding Alternate Begin Date.
3) Existing record:
If any Amortization calculated by this system has already been posted to your general ledger, modify this field automatically use Adjustment *F8 on the Field Editing screen in order to change all affected fields.
Value Type: Dollars and cents, commas optional.
12345.67 or 12,345.67
12345 becomes 12,345.00
12345.678 rounds up to 12345.68
 

20-ALTERNATE TERM
Optional entry. Value can be blank.
Valid for Methods 1,2 only.
This field's value is the term for an Alternate Cost and, to be honored, Alternate Begin Date must have a value.
1 to 999 months.
0 = do not perform any calculations.
1) New record: Value = 0
2) Converted record: The remaining Term for the Alternate Cost (Book Value)
3) Existing record:
If any Amortization calculated by this system has already been posted to your general ledger, modify this field automatically use Adjustment *F8 on the Field Editing screen in order to change all affected fields.
Value Type: Numeric
Whole numbers only
 

23-CALCULATED THROUGH 
For all Methods, this date is set by the system during Monthly Posting and is the last day of the Calculation month for the most recently run Monthly Posting report.
Value Type: Date
For 1999 and earlier, 4 digits are required.
 

Entering a value in the next 6 fields is valid only for Method 5
 
 

24-THISPERIOD 
Retains a value for Method 5 only.
For other Methods, Monthly Posting overwrites this field.  If any Amortization calculated by this system has already been posted to the general ledger then, to change what the next Monthly Posting will calculate, use Adjustment *F8.
Value = the amount recognized for the Monthly Posting Calculation month.
Value Type: Dollars and cents, commas optional.
12345.67 or 12,345.67
12345 becomes 12,345.00
12345.678 rounds up to 12345.68
Unless Method is 5, there is no point entering a value.
 

25-ACCUMULATED
Retains a value for Method 5 only.
For other Methods, Monthly Posting overwrites this field.  If any Amortization calculated by this system has already been posted to the general ledger then, to change what the next Monthly Posting will calculate, use Adjustment *F8.
Value = the accumulated amount through and including the last day of a report Calc Through Month or here, the Monthly Posting date.
Value Type: Dollars and cents, commas optional.
12345.67 or 12,345.67
12345 becomes 12,345.00
12345.678 rounds up to 12345.68
Unless Method is 5, there is no point entering a value.
 

26-BOOK VALUE 
Retains a value for Method 5 only.
For other Methods, Monthly Posting overwrites this field.  If any Amortization calculated by this system has already been posted to the general ledger then, to change what the next Monthly Posting will calculate, use Adjustment *F8.
Value = Cost yet to be recognized, as of (through) the latest Monthly Posting date.
(temporarily changed if the record was Adjusted)
If Calculated Through is blank, Book Value field will be calculated as of the end of last month during a projection or upon exiting.
Value Type: Dollars and cents, commas optional.
12345.67 or 12,345.67
12345 becomes 12,345.00
12345.678 rounds up to 12345.68
Unless Method is 5, there is no point entering a value.
 

27-MONTHS TAKEN
Retains a value for Method 5 only.
For other Methods, Monthly Posting overwrites this field.  If any Amortization calculated by this system has already been posted to the general ledger then, to change what the next Monthly Posting will calculate, use Adjustment *F8.
Value = number of months the record is into its term, based upon:
[Term in Months] and [Begin Date].
(temporarily changed if the record was Adjusted)
Overridden by [Alternate Term] and [Alternate Date].
Months Taken = [Term] - ((Calc Thru month - [Date] month) + 1)
A negative result sets Months Taken = [Term].
Value Type: Numeric
Whole numbers only
Unless Method is 5, there is no point entering a value.
 

28-MONTHS TO GO 
Retains a value for Method 5 only.
For other Methods, Monthly Posting overwrites this field.  If any Amortization calculated by this system has already been posted to the general ledger then, to change what the next Monthly Posting will calculate, use Adjustment *F8.
Value = number of months remaining, based upon:
[Term in Months] and [Begin Date].
(temporarily changed if the record was Adjusted)
Overridden by [Alternate Term] and [Alternate Date].
Months To Go = [Term] - Months Taken.
If result is negative, value is set to zero.
The Trial Balance calculates $Weighted Terms To Go for Methods 1,2,3 at the Sub and Grand Total levels using Book Value and the value in this field.
Value Type: Numeric
Whole numbers only
Unless Method is 5, there is no point entering a value.
 

29-MONTHS PAST
Retains a value for Method 5 only.
For other Methods, Monthly Posting overwrites this field.  If any Amortization calculated by this system has already been posted to the general ledger then, to change what the next Monthly Posting will calculate, use Adjustment *F8.
Value = number of months past the term's expiration, based upon:
[Term in Months] and [Begin Date].
(temporarily changed if the record was Adjusted)
Overridden by [Alternate Term] and [Alternate Date].
Months Past = [Term] - ((Calc Thru month - [Date] month) + 1)
unless the result is negative, in which case value is set to zero.
Value Type: Numeric
Whole numbers only
Unless Method is 5, there is no point entering a value.
 

30-ID NUMBER
Length up to 12 if imported from a spreadsheet (dashes (-) and periods (.) will be removed by system to create a pure number).
A sequentially incremented IDentification number.
Minimum value = 1
Maximum value = 99999 if internally maintained
(999999999999 if imported)
Normally assigned by this system.  Unique numbers can be imported from a spreadsheet (a Fixed Asset record might import Tag Number into both Tag Number and ID fields).
Value Type: Numeric
Whole numbers only
If the value is blank, the next sequential ID number will be assigned.
If maximum value is exceeded, then, starting with 1, the lowest ID number not in use will be assigned.